Administrative Assistant - Stantec

Description

Stantec Buildings is on a mission to become the world’s leading integrated design practice

Our architects, engineers, interior designers, sustainability specialists, and technologists are passionate about the power of design

We take an innovative, collaborative approach to projects, sharing a common belief that sustainable design for the built environment can make the world a better place for future generations

Join us and design your place with Stantec

Your Opportunity

We have an exciting opportunity for you to be a part of our operations team as an administrative assistant in a busy architectural office located in center city Philadelphia, Pennsylvania

This position is four days working in the office per week, Monday-Thursday, with office hours of 8AM-5PM

Your Key Responsibilities

+ This position will work under the Shared Services Business Center supporting multiple business lines, reporting to the Office Manager with oversight of the Office Leader

+ Front desk coverage: + Answering main office line, referring and/or redirecting calls

+ Greeting and announcing visitors and directing them appropriately

+ Instructing visitors on Stantec’s sign-in/out process

+ Copying and e-filing of daily sign-in/out sheets in compliance with Stantec‘s Emergency Response Plan and Safety requirements

+ Maintaining all conference rooms and meeting areas to ensure they are organized and clean after each meeting

+ Presenting a positive and professional image of the office to all employees, clients, vendors and other visitors

+ Handling coordination of incoming and outgoing mail, packages, couriers and deliveries

+ Facility and equipment support including coordinating with building maintenance and outside service providers as required

+ Managing administration of office security system and coordinating visitor registration with building security

+ Overseeing the upkeep of the general office environment, including the dishwasher and general pantry tidiness

+ Handling inventory control for office and kitchen supplies and placing supply orders

+ Coordinating logistics for client meetings, employee events, vendor lunches, in-house workshops, etc

including food/beverage catering, AV support, room set-up/ teardown and other meeting support as needed

+ Participating in the organization of office social events

+ Providing administrative support to members of the management team including letter proposal support, marketing pipeline entry, and general typing, printing, scanning

+ Providing general administrative assistance to all staff, as needed

+ Reviewing documents, reports, correspondence, etc

for format, content, grammar and spelling and making required edits

+ Other duties and special projects will be assigned as needed

Qualifications

Your Capabilities and Credentials

+ Strong knowledge of office procedures and practices, with high proficiency in MS office including Word, PowerPoint, Excel, and Outlook + Ability to work independently with initiative, professionalism, and confidentiality

+ Good at multi-tasking and adapting to change in a very dynamic environment

+ Possessing a “can do” and “will do” attitude while taking charge of any assignment given

+ Must have worked in a team environment and understands the importance of being a team player

+ Sharp thinker with a keen attention to detail along with strong written and verbal communication

+ Resourceful and possessing strong problem-solving skills

+ Ability to be active and on feet part of day, and lift weight of up to 35 lbs

Education and Experience

+ Minimum of 3 years of related professional experience in an office

Typical office environment working with computers and remaining sedentary for long periods of time

_This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice._ Stantec is a place where the best and brightest come to build on each other’s talents, do exciting work, and make an impact on the world around us

Join us and redefine your personal best

Benefits Summary:

Regular full-time and part-time employees have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage and paid family leave

Regular full-time and part-time employees will receive ten paid holidays in each calendar year

In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law)

Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law

_The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements._

Primary Location

: United States-Pennsylvania-Philadelphia

Organization

: BC-1772 Shared Services-US Philadelphia PA

Employee Status

: Regular

Job Level

: Entry Level

Travel

: No

Schedule

: Part-time

Job Posting

: Nov 6, 2024, 7:53:04 AM

Req ID:

2400043R Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression

We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment

Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment

EEO including Disability/Protected Veterans